cee 3804: computer applications in civil and environmental engineering
DESCRIPTION
CEE 3804: Computer Applications in Civil and Environmental Engineering. Spreadsheet Functions. Spring 2003. 1. Topics to be Covered. Understanding Excel’s Error Codes Auditing Worksheet Formulas Using Excel’s Built-in Functions Lookup Functions Financial Functions Date/Time Functions - PowerPoint PPT PresentationTRANSCRIPT
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CEE 3804: Computer Applications in Civil and Environmental Engineering
Spreadsheet Functions
Spring 2003
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CEE 3804 Slide 2Spring 2003
1. Topics to be Covered
Understanding Excel’s Error CodesAuditing Worksheet FormulasUsing Excel’s Built-in Functions
Lookup Functions Financial Functions Date/Time Functions Financial Functions
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CEE 3804 Slide 3Spring 2003
1. Function Basicsa. Operator Sequencing & Precedence
Formula results depend on the operator sequencing and precedence:
(2+6)/2 = 42+6/2 = 5
Excel sequence in operations:left to right:
• parentheses• exponential calculations• multiplication and division• addition and subtraction
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CEE 3804 Slide 4Spring 2003
1. Function Basicsb. Reference Operators
Excel uses three reference operators:the colon: cells between and including two cell
references• e.g. A1:A5 refers to A1, A2, A3, A4, and A5
the comma: indicates the union of two ranges• e.g. A1:A3,B4,B6:B7 refers to A1, A2, A3, B4, B6, and
B7
the space: indicates the intersection of two ranges
• C1:C5 B3:G3 refers to cell C3
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CEE 3804 Slide 5Spring 2003
1. Function Basicsc. Creating Names and Using Text
Define range including row and column names:
Insert/Name/CreateCreates names for
rows and columns
Concatenation of strings (&):• A3: Nice• B3: Person• C3: A3&” “&B3 gives Nice Person
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CEE 3804 Slide 6Spring 2003
1. Function Basicsd. Array Formulas
Arrays allow:multiple values as input to a single formula, andproduce either a single or multiple output
An array formula shared by multiple cells is more efficient in terms of memory standpoint:
Excel only stores a single formulaDrawbacks:
cannot insert, delete, or move cells within an array range
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CEE 3804 Slide 7Spring 2003
1. Function Basicse. Array Constants
Values can be entered as an array constant:elements separated by commasrows separated by semicolonsarray surrounded by {} brackets
Example - EssentialFunctions Workbook:={96,94,77;90,91,85;84,93,84}depending on range defined the array or a
portion of the array are displayed
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CEE 3804 Slide 8Spring 2003
1. Function Basicsf. Natural Language Referencing
Natural Language Referencing is a feature that:lets users refer to data in a table using the column
and row headings without the need to create a name
• make sure that the “Accept Labels in Formulas” is activated in the Tools/Options Calculation tab.
Limitations:headings should not have blank spacesneed to re-edit the formula to include changes in
data ranges
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CEE 3804 Slide 9Spring 2003
1. Editing Formulasa. Overview
To edit a formula:press F2 or double-click on the cell
• dependent cell references are color coded to simplify editing
• can dependent cell references with the mouse
Can edit formula in theformula palette
• result will be updated asthe formula is edited
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CEE 3804 Slide 10Spring 2003
2. Editing Formulasb. Decoding Error Values - Overview
Excel errors begin with a “#” sign:#DIV/0#N/A#NAME?#NUM!#REF!#VALUE!#NULL!
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CEE 3804 Slide 11Spring 2003
2. Editing Formulas c. Decoding Error Values - #DIV/0 and #N/A
#DIV/0: divide-by-zero error indicates that the denominator evaluates to
zeroNote: empty cells evaluate to zero
#N/A: Not available error varies depending on formula:
lookup function: no value available• charting features ignore #N/A• can include in a formula - NA():
– Example: if(B7=0,NA(),B7)
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CEE 3804 Slide 12Spring 2003
2. Editing Formulas d. Decoding Error Values - #NAME? and #NUM!
#NAME?: Name Error Excel cannot evaluate a defined name used in
formula#NUM!: Number Error
Number cannot be interpreted:too small or too bigdoes not exist
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CEE 3804 Slide 13Spring 2003
2. Editing Formulas e. #REF!, #VALUE! and #NULL!
#REF!: Reference Errorproblem with cell reference
• deleting rows, columns, or cells
#VALUE!: Value Errortrying to calculate text or incorrect arguments
for a worksheet function
#NULL!: Null ErrorNo intersection for the ranges identified in the
formula
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CEE 3804 Slide 14Spring 2003
2. Editing Formulas f. Identifying Errors
To isolate an error:break the formula into parts
• select a portion of the formula that calculates properly and press F9
press Escape or press the Cancel button when finished
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CEE 3804 Slide 15Spring 2003
3. Auditing Workbooks a. Circular References
A circular reference is a reference that refers back upon itself
Example:• A1 : = C1• B1 : = A1^2• C1 : = 5*B1
To correct circular references use:auditing tools
Circular references are required for iterations
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CEE 3804 Slide 16Spring 2003
3. Auditing Workbooks b. Precedents and Dependents
Dependent cells:depend on another cellExample: in cell A1 the formula = C1 means that
• A1 is dependent on C1
Precedent cells:cells precede another cellExample:
• C1 is the precedent to cell A1– must determine the value of C1 before determining
the value of A1
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CEE 3804 Slide 17Spring 2003
3. Auditing Workbooks c. Determining Precedent and Dependent Cells
Excel’s auditing tools trace:dependent and precedent cells
Activating auditing tools:Tools/auditing or activate the “Circular
Reference” toolbar
Auditing scheme:valid entries: blueerror values: red
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CEE 3804 Slide 18Spring 2003
3. Auditing Workbooks d. Tracing Errors
To trace errors:Tools/Auditing: Trace Errors
• highlight cell with error
Example:• A5: 1, A6: 2, A7: 3, and A8: #N/A• A10: Sum(A5:A8)• Error in the equation:
– auditing tool indicates A8 as the causeof the error
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CEE 3804 Slide 19Spring 2003
4. Functions a. Overview
Functions are built-in formulas that perform calculations or a series of calculations:
typically require input argumentsreturn a result
Custom made functions can be made using Visual Basic for Applications (VBA)
Accessing Functions:Insert/Function or use the function icon
• formula palette
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CEE 3804 Slide 20Spring 2003
4. Functions b. Nesting Functions
Nested functions:functions within functions
Excel calculation:starts with innermost function and outward
If() function:logical_test: expression that evaluates to true or
falsevalue_if_true: value displayed if logical test is TRUEvalue_if_false: value displayed if logical test is FALSE
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CEE 3804 Slide 21Spring 2003
5. Essential Functions a. Logical Testing - IF() Function
If() Function:If(logical_test,value_if_true,value_if_false)Example:
• If(C3=“”,NA(),C3) replaces empty cells with #N/A
Example - Nested If() function:• =IF(Age>65,8.95,IF(Age<5,0,IF(Age<12,6.95,12.95)))
– Age < 5 : $ 0.00– 5 <= Age <12 : $ 6.95– 12 <= Age <= 65 : $12.95– Age > 65 : $ 8.95
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CEE 3804 Slide 22Spring 2003
5. Essential Functions b. Logical Testing - SUMIF() & COUNTIF()
These functions allow the adding and counting for cells that meet a specific criteria
Syntax:SUMIF(range, criteria, sum_range)
• range: range of cells to be evaluated if they meet the criteria
• criteria: criteria to be used• sum_range: range to be summed
Example: EssentialFunctions.xls• =SUMIF(E6:E11,"Passed",TestScores)/
COUNTIF(E6:E11,"Passed")
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CEE 3804 Slide 23Spring 2003
5. Essential Functions c. Logical Testing - AND and OR Functions
The AND and OR functions evaluate up to 30 conditions:
AND(logical1,logical2, …) OR(logical1,logical2, …)
Evaluate to a TRUE or a FALSEAND returns
• TRUE if all arguments are TRUE• FALSE if any argument is FALSE
OR returns• TRUE if any argument is TRUE• FALSE if all arguments are FALSE
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CEE 3804 Slide 24Spring 2003
5. Essential Functions d. Logical Testing - AND and OR Functions
Example: Two variables
Sky: Blue or CloudySidewalk: Dry or Wet
Use umbrella when Sky=Blue and Sidewalk=Dry
• If(AND(Sky=“Blue”,Sidewalk=“Dry”),”Nice Day”,”Use Umbrella”)
• If(OR(Sky=“Cloudy”,Sidewalk=“Wet”),”Use Umbrella”,”Nice Day”)
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CEE 3804 Slide 25Spring 2003
5. Essential Functions e. Logical Testing - NOT Function
The NOT function reverses the meaning of a logical value:
TRUE is changed to FALSEFALSE is changed to TRUE
Example:Check a product is NOT(Red)
• product is Yellow, Green, Blue, Purple, Brown, or Black
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CEE 3804 Slide 26Spring 2003
5. Essential Functions f. Counting Functions - COUNT and COUNTA
These functions count the number of items in a group of cells:
COUNT(value1,value2, …) COUNTA(value1,value2, …)
COUNT:only counts numbers, dates and times
COUNTA:counts numbers, text, logical values, and error
valuesdoes not count empty cells
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CEE 3804 Slide 27Spring 2003
5. Essential Functions g. Counting Functions - COUNTBLANK Function
Counts the number of blank cells within a specific range:
COUNTBLANK(range)
Counts:empty cells
• cleared contents, or• never had any data
null text “”
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CEE 3804 Slide 28Spring 2003
5. Essential Functions h. SubTotal Functions - Overview
Perform a number of mathematical functions on a range of data: Advantages:
ignores other subtotal functions that may be nested
ignores hidden cells and applies to visible cells only
• good with data filtering
outlines data by category
To activate function: Data/Subtotals …
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CEE 3804 Slide 29Spring 2003
5. Essential Functions h. SubTotal Functions - Example
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CEE 3804 Slide 30Spring 2003
5. Essential Functions h. SubTotal Functions - Manual Function
Syntax:SUBTOTAL(function_num,ref1,ref2, …)
• function_num:– 1. AVERAGE– 2. COUNT
.– 11. VARP
• ref1: range of cells to use
Example:SUBTOTAL(9,Quantity)
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CEE 3804 Slide 31Spring 2003
5. Essential Functions i. Dividing, Multiplying and Square Root
PRODUCT(number1, number2, …)product of a sequence of numbers
MOD(number,divisor)remainder left over after the number argument
is divided by the divisor argumentExample: mod(5,2) = 1
SQRT(number)square root of a number
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CEE 3804 Slide 32Spring 2003
5. Essential Functions j. Changing the Sign and Rounding a Number
ABS(number):negative numbers become positivepositive numbers unchanged
SIGN(number):returns the number sign
ROUND(number,num_digits):num_digits:
• positive: number of digits right of decimal point• negative: number of digits left of decimal point• zero: round to next integer
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CEE 3804 Slide 33Spring 2003
5. Essential Functions k. Alternative Rounding of Numbers
ROUNDUP():Rounds to nearest number upExample:
• ROUNDUP(1.45,0) = 2• ROUNDUP(-5.675,0) = -6
ROUNDDOWN(): Similar to roundup except that it rounds down
EVEN() and ODD():round to the nearest even or odd number
• +ve numbers rounded up and -ve numbers rounded down
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CEE 3804 Slide 34Spring 2003
5. Essential Functions l. Alternative Rounding of Numbers
Rounding in Multiples:FLOOR(number,significance):
• FLOOR(145,12) = 144
CEILING(number,significance):• CEILING(145,12) = 156
Truncating Numbers:TRUNC and INT round to the nearest integer
down• TRUNC deletes the decimal portion
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CEE 3804 Slide 35Spring 2003
6. Manipulating Texta. Formatting Text - Formatting
DOLLAR(number,decimals):Converts a number to text and displays it in the
standard currency format• number of decimals displayed is controlled by 2nd argument
FIXED(number,decimals,no_comma):Converts a number to text
• rounds the number to the decimals indicated and commas if last argument is omitted or FALSE
TEXT(number,format_text):Converts a value to text with the defined format
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CEE 3804 Slide 36Spring 2003
6. Manipulating Textb. Formatting Text - Capitalizing
UPPER(text):converts all letters to uppercase
LOWER(text):converts all letters to lowercase
PROPER(text):converts the first letter of each word to
uppercase and the remaining letters are converted to lowercase
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CEE 3804 Slide 37Spring 2003
6. Manipulating Textc. Removing Extraneous Characters
TRIM(text):Removes extra spaces around text and leaves
only a single space between words
CLEAN(text):Removes all non-printable characters:
• end-of-line code• end-of-file code
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CEE 3804 Slide 38Spring 2003
6. Manipulating Textd. Finding a Text String
FIND(find_text,within_text,start_num):Finds a specific text string within another text stringGives starting position of “find_text” in “within_text”
relative to a user defined starting point (default 1)Case sensitive
SEARCH(find_text,within_text,start_num):Identical to FIND function except:
• not case sensitive• allows the use of wildcards (*) and (?)
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CEE 3804 Slide 39Spring 2003
6. Manipulating Texte. Counting and Truncating
LEN(text):Computes the length of a string
RIGHT(text,num_chars):Returns the rightmost characters of a string
LEFT(text,num_chars):Returns the leftmost characters of a string
MID(text,start_num,num_chars):Returns a predefined number of characters
from a starting point within the string
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CEE 3804 Slide 40Spring 2003
6. Manipulating Textf. Replacing Text Strings
REPLACE(old_text, start_num, num_chars, new_text):Replace a number of characters “num_chars” in
a text string “old_text” starting from “start_num” with a new text string “new_text”
SUBSTITUTE(text, old_text, new_text, instance_num):Substitute a specific text string “old_text”
within a text “text” with another text string “new_text” a number of times “instance_num”
Example: EssentialFunctions.xls
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CEE 3804 Slide 41Spring 2003
6. Manipulating Textg. Additional Character Manipulation
EXACT(text1, text2):Compare two strings to determine if they match
in all but formatting
REPT(text, number_times):Repeat a text string a number of times
CONCATENATE(text1, text2, …):Combine a number of strings togetherExample: CONCATENATE(“CEE”,” “,”3804) =
CEE 3804
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CEE 3804 Slide 42Spring 2003
6. Manipulating Texth. Importing ASCII Files
To import an ASCII file:File/Open and select all files
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CEE 3804 Slide 43Spring 2003
7. Information Functionsa. IS Functions
Perform a test on a value or a cell:Functions include:
• ISBLANK: Determine if cell is blank• ISERR: Tests for all errors except #N/A• ISERROR: Tests for all errors• ISNA: Tests if cell contains the #N/A error• ISLOGICAL: Checks for either TRUE or FALSE values• ISNONTEXT: Tests for anything that is not text including
blank• ISNUMBER: Tests for numbers• ISREF: Value is a valid reference• ISTEXT: Tests for text only
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CEE 3804 Slide 44Spring 2003
7. Information Functionsb. Type Functions
TYPE function: returns type of value in cell• 1: Number, 2: Text, 4: Logical, 16: Error Value, 64:
Array• Example:
– IF(TYPE(A1)<16,A1,B1)
ERROR.TYPE: returns error number• 1: #NULL!, 2: #DIV/0!, 3: #VALUE!, 4: #REF!, 5:
#NAME?, 6: #NUM!, 7: #N/A, #N/A: all else• Example:
– IF(ERROR.TYPE(A1)=2),”Divide by Zero Error”,A1)
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CEE 3804 Slide 45Spring 2003
7. Information Functionsc. Cell Function
CELL(info_type, reference):Provides information about selected cell, including
format, location, and/or contentsSome types of information:
• address: Returns the address - CELL(“address”,B3) = $B$3• col: Returns the column - CELL(“col”,B3) = 2• contents: Returns the value of a cell• filename: Returns the path and filename• format: Returns a symbol description of the format• row: Returns the row• width: Returns the column width
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CEE 3804 Slide 46Spring 2003
7. Information Functionsd. INFO Functions
INFO(type_text):• directory: Path of current directory• memavail: Total amount of available, in bytes• memused: Total amount of memory being used, in
bytes• numfile: Number of worksheets currently open• osversion: Operating system and version• recalc: Current recalculation mode• release: Version number of Excel• system: Operating environment• totmem: Total memory
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CEE 3804 Slide 47Spring 2003
8. Looking Up and Referencing a. Indexing into a Table Array
INDEX(array or reference, row_num, col_num, area_num):Returns a specific value or address of a specific
value from within an arrayExamples - EssentialFunctions.xls:
• INDEX({5,10,15,20,25,30},5) = 25• INDEX(JanOrders,2,3) = Value of item 2 rows down and 3
columns right• SUM(INDEX(JanOrders,,3)) = Sum of column 3 in
JanOrders• SUM(INDEX((JanOrders,FebOrders,MarOrders),,3,G10))
– sum orders for any of the 3 arrays depending on value of G10 (1,2, or 3)
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CEE 3804 Slide 48Spring 2003
8. Looking Up and Referencing b. Choosing an Item from a List
CHOOSE(index_num, value1, value2, …):similar to the INDEX function except that items
are chosen from a list of up to 29 argumentsExample - EssentialFunctions.xls:
• CHOOSE(G10,”Jan. Orders”,”Feb. Orders”,”Mar. Orders”)
– where: G10 takes a value 1, 2, or 3
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CEE 3804 Slide 49Spring 2003
8. Looking Up and Referencing c. Excel’s Lookup Functions - MATCH
MATCH(lookup_value, lookup_array, match_type):Returns the position of an item within an array that
matches a specific valuematch_type:
• 0: first match• -1: smallest value >= to lookup_value (array descending
order)• +1: largest value <= to lookup_value (array ascending order)
Example - EssentialFunctions.xls: • MATCH(F14,Order_Number,0)
– Finds the row number of the first match of the value in cell F14 in the Order_Number range
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CEE 3804 Slide 50Spring 2003
8. Looking Up and Referencing d. VLOOKUP & HLOOKUP
VLOOKUP(lookup_val, table_arr, col_idx_num, range_lookup):Lookup a specific value from within a table or array
• “lookup_val” is located in the first column of “table_arr”
range_lookup:• True: array sorted, False: array not sorted
Example - EssentialFunctions.xls:• Revenue = VLOOKUP(C4,Q1Orders,4)
HLOOKUP(lookup_val, table_arr, col_idx_num, range_lookup):Similar to VLOOKUP function except for horizontal
lookup
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CEE 3804 Slide 51Spring 2003
8. Looking Up and Referencing e. Excel’s Lookup Functions - LOOKUP
LOOKUP(lookup_val, lookup_vector, result_vector):Looks up the position of “lookup_val” in the
“lookup_vector” and then reports the value of that position from the “result_vector”
• array sorted in ascending order
Example - EssentialFunctions.xls:• LOOKUP(B4,Customers,Customer_Revenue)
LOOKUP(lookup_val, array):Looks up a value from the 1st row/column of array
and reports the value in same position for last row/column
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CEE 3804 Slide 52Spring 2003
8. Looking Up and Referencing f. Excel’s Lookup Functions - OFFSET
OFFSET(reference, rows, cols, height, width):Returns a cell reference or a range that is a
specific number of rows and columns from the reference cell
• rows and columns can be +ve (to right or down) or -ve
When entered directly into a cell it gives the value
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CEE 3804 Slide 53Spring 2003
8. Lookup Functions
Example - EssentialFunctions.xls:• OFFSET(H4,1,0): returns one cell below reference cell
– equivalent to the formula: = H5• SUM(OFFSET(AnchorCell,1,4,H8,1))
– calculates the sum of rows defined in H8 that are 4 columns to the right of the AnchorCell
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CEE 3804 Slide 54Spring 2003
8. Looking Up and Referencing g. Excel’s Lookup Functions - INDIRECT
INDIRECT(ref_text, a1):Converts a text string into a cell referencea1:
• TRUE: reference is A1 style (default), FALSE: R1C1 style
Examples - EssentialFunctions.xls:• INDIRECT(B1): Converts text in cell B1 to a reference• INDIRECT(“A”&ROW()): Converts the text in the cell in
the current row and in column A to a reference• SUM(E2:INDIRECT(“E”&H5)): Sum from E2 to Ex,
where x is defined in cell H5
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CEE 3804 Slide 55Spring 2003
8. Looking Up and Referencing h. Excel’s Lookup Functions
ROW(reference)/COLUMN(reference):• Returns the row/column reference number
ADDRESS(row_num, col_num, abs_num, a1, sht_txt):• Creates a cell reference using row and column
numbers– abs_num: absolute (default), relative, or mixed– a1: TRUE - A1 reference, FALSE - R1C1 reference– sht_txt: specify an external reference to a
worksheet• Example:
– ADDRESS(ROW()-1,COLUMN()): If in E6 returns $E$5
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CEE 3804 Slide 56Spring 2003
Looking and Referencing i. Excel’s Lookup Functions
ROWS(array)/COLUMNS(array): • Returns number of rows/columns in an array
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CEE 3804 Slide 57Spring 2003
9. Dates and Timesa. Overview
Excel handles dates as numeric values known as serial numbers: combination of whole and decimal numbers
the whole number portion refers to the date• starts from January 1, 1900
the fraction refers to the time (percentage of 24 hours)
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CEE 3804 Slide 58Spring 2003
9. Dates and Timesb. Basic Functions
The basic date functions include:NOW(): Current date and timeTODAY(): Current dateDATE(year, month, day): Builds a custom date
• Example: DATE(99,8,7) = 36379 or 8/7/99
TIME(hour, minute, second): Builds custom timeYEAR(serial_number): Get year portion of date
• MONTH(serial_number) and DAY(serial_number): similar
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CEE 3804 Slide 59Spring 2003
9. Dates and Time (cont.)
WEEKDAY(serial_number, return_type): Returns day-of-week
DATEVALUE(date_text): Converts text to number
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CEE 3804 Slide 60Spring 2003
10. Financial Functionsa. Overview
Functions can compute:• internal rate of return of an investment• future value of an annuity• yearly depreciation of an asset
The arguments used most frequently are:• rate: fixed rate of interest• nper: number of payment or deposit periods• pmt: periodic payment• pv: present value of a loan• fv: future value of a loan
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CEE 3804 Slide 61Spring 2003
10. Financial Functionsb. Commonly Used Functions
FV(rate,nper,pmt,pv,type):Returns the future value of an investment or loan
NPV(rate,value1,value2, …):Net present value on a series of cash flows
PPMT(rate,per,nper,pv,fv,type):Principal payment for a specified period of a loan
PPMT(rate,per,nper,pv,fv,type):Interest payment for a specified period of a loan
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CEE 3804 Slide 62Spring 2003
10. Financial Functionsc. Example Illustration